Storage and retrieval services

Tender description

The Police and Crime Commissioner for Kent ("Kent Police") wishes to procure as the lead authority on behalf of itself and the Police, fire and crime commissioner for Essex ("Essex Police") a suitably experienced and qualified contractor to provide, utilising such contractor’s own premises at locations in the United Kingdom, secure off-site storage for a documented and auditable chain of custody, documentary, and physical evidence belonging to each of Kent Police and Essex Police (hereinafter referred to in this contract notice together as the "Authorities" and each individually as an "Authority"), as well as a service to collect such materials from each Authority and to retrieve them and deliver them to the Authorities where so required by the Authorities. The Authorities require the provision of secure off-site storage utilising the successful tenderer’s own premises (the “Facilities”) at UK-wide locations for a documented and auditable chain of custody documentary and physical evidence belonging to each Authority (the “Materials”). Such Materials include without limitation: boxes of paper files; analogue, magnetic, and digital audiovisual media; evidential exhibits; biohazardous material; larger items, such as vehicles and plant; and irregular-shaped items, such as furniture. Each Authority requires the collection of Materials from such Authority's central distribution hub for transfer to the facilities and the retrieval of materials stored at the facilities and delivery back to such Authority's central distribution hub where required by such Authority. The appointed provider shall manage the storage, tracking, and transportation of the Materials in line with all applicable legislation (including without limitation applicable data protection legislation). The Materials must be stored at the facilities with appropriate levels of security and environmental conditions and and in a manner that delivers value for money for each Authority. Tenderers are asked to specify whether they are able to provide additional services, including without limitation a scanning service and destruction service (the "Optional Services"). Provision of the Optional Services is not a mandatory requirement and will not be evaluated; however, where tenderers are able to provide the Optional Services, they are asked to state in their respective tenders the applicable pricing in respect of such Optional services, which pricing will apply in the event that either Authority during the term of the relevant contract chooses (at its absolute discretion) to purchase any of the Optional Services (and neither Authority shall be under an obligation to do so). The Authorities require the provider of these services to be the same for each Authority so that each Authority can benefit from the efficiencies derived from economies of scale. As such, each Authority will award a separate bilateral contract to the appointed provider. The contract with Essex Police shall cover, in addition to the requirements of the police service, any requirements of the fire and rescue service for the areas of the councils of the boroughs of Southend-on-Sea and Thurrock and Essex County Council. This is because the Police, fire and crime commissioner for Essex (Fire and rescue authority) Order 2017 abolished the former Essex Fire Authority, and responsibility for the fire and rescue service was brought within the remit of the Police, Fire and Crime Commissioner for Essex with effect from 1.10.2017. Tenderers should note there is no guarantee of the volume of Materials to be sent for storage or retrieved and delivered under either contract. Full details of the procurement and the Authorities' requirements are set out in the procurement documents available on the e-tendering system at https://kentpolice-essexpolice.bravosolution.co.uk (please search for project_17435 and navigate to the 'Attachments' section to find all three volumes of the Invitation to tender).